HRMS Helps in Covid-19 Treatment : Strange but True

 

HRMS Helps in Covid-19 Treatment : Strange but True

This is a case study based on an incident held in Brazil where HRMS has played a vital role in COVID 19 Treatments.

The crisis generated by the Coronavirus brought unprecedented impacts and challenges to the Brazilian health system. The growing increase in demand, concentrated in a short space of time, with no estimate of time or quantity, has made managing the situation a constant exercise in creating scenarios.

And it was in the wake of this creativity that HRMS adopted the Telemedicine system   whose objective is to assist patients in Covid 19 who are being treated at home, and the relatives of patients who are hospitalized. The objective is to monitor the symptoms and follow the evolution of the condition.

The team, composed of 13 doctors of different specialties, is divided into two groups of work that work from Sunday to Sunday. One group is in charge of monitoring patients and the other family members. With telemedicine it is possible to serve patients in isolation and those who have already undergone treatment, but still need attention.

Remote care, in addition to following the evolution of Covid 19, helps to reduce the contamination curve because it prevents these people from moving from their homes to the hospital, compromising their isolation. “As the disease is new, there are many questions and doubts that even cause anxiety,” explains coordinator of the Telemedicine system, Dr. Christina Fleury.

Considered a referral hospital in the State for the treatment of Coronavirus, the telemedicine service adds to the efforts of the HRMS team that takes care of its patients from the entrance until their complete recovery. “Our work goes beyond the walls of the Hospital,” explains doctor Rosana Leite de Melo, the institution's CEO.  

In his evaluation, telemedicine makes it possible to take patients in isolation and those who have already undergone treatment, but still needs medical guidance so that they can, at home, have continuous monitoring and evaluation until the end of treatment without the need to return to the hospital.

 

Service brings safety and comfort to patients

From the 8th of April, when the first Telemedicine group started   until this Thursday, 272 patients were discharged, 207 confirmed cases and 89 cases still being monitored. The support group for family members of people hospitalized with covid-19 attended 186 cases of discharge and currently 110 family members continue to receive telephone medical care. "Some people even ask us to keep calling them, even after discharge, such security provided by the team" says Dr. Christina.

In addition to patients with a positive diagnosis for Covid 19, but without the need for hospitalization, the first group also monitors all people who have undergone HRMS showing any symptoms of the disease and those who have more severe cases of flu syndrome. This monitoring is vital, as Covid 19 can evolve from day to day.

The importance of tracking via HRMS

"Here we also save lives," says one of the team's doctors, Dr. Virgílio Gonçalves de Souza Júnior. "Our role is to monitor in the early search for cases," he explains. It is important to clarify that when a family member is infected, everyone in the same household is at risk of contamination. That is why this tracking is necessary, which consists of searching for information. Calls are made to all patients and family members every 24 or 48 hours.

The doctor is keen to emphasize that a large part of the population neglects the severity of the disease and does not respect the rules of protection. “Isolation is our main weapon in the fight against Covid 19”, he points out. The concern increases especially when health professionals themselves are already getting sick. “It is necessary to have sensitivity and awareness”, he warns.

Often the patient just needs a friendly word to feel good. So says another member of the Telemedicine team, Dr. Leonardo Rodrigues Resende. But the story they hear on the other end of the line is not always positive. “There are sad cases of people who are hospitalized and cannot say goodbye to a family member who has died; mother and daughter who are hospitalized and only one of them is able to survive”, she says. Therefore, in the team, doctors often play the role of psychologists.

There are cases of entire families hospitalized with Covid 19, explains the coordinator of the service, Dr. Christiana. In these situations, the person at home is very fragile. Preserving the isolation of the patient at home is also not an easy task, according to her. “Some people cannot put food on the table unless they leave for work”, he explains.

It is important to clarify that the assistance provided by Telemedicine is exclusive to answer questions and monitor patients and family members. Doctors do not prescribe any medication. The function is to notice any signs of change in the health of these people. If they notice any complications in the picture, the protocol is to send the patient to the Emergency Room where they will be seen immediately. 

The growing demand for the telemedicine service led HRMS to decide to recruit four medical students to help the team. “Here we only have time to get in and we don't have time to go out,” says the coordinator, explaining that no one leaves before making all the calls of the day made to all corners of Mato Grosso do Sul.

 

Role of Technology in Human Resources Area as an Opportunity

Role of Technology in Human Resources Area as an Opportunity

“During the era of digital transformation, the human resources department has also migrated to the cloud.”

Now the use of technology in human resources and intelligent applications such as artificial intelligence, machine learning, natural language processing and the Internet of things has made it possible to automate repetitive tasks in this area to free up their managers and allow them to focus on tasks of higher value.

The need for companies to find qualified workers capable of facing day-to-day challenges has forced this area to adapt and implement new technologies that are responsible for managing and digitizing human capital, this translates into improvements in three major areas: communication and decision-making, hiring and monitoring of internal or external talent and streamlining both at the company level and in the internal processes of the organization. Three fundamental aspects for the success of any company.

But, in what way can human resources technology become a strategic opportunity for your company? In this post we will tell you all the details.

 This is how human resources technology can be a strategic opportunity for your company

With the emergence of potentially innovative HR technology solutions, we are seeing a technology boom that is radically changing the way this department works and thinks.

HRMS Solutions with capabilities like artificial intelligence and machine learning are opening doors to a whole new world of possibilities for this area. Here are some ways in which technology is changing the face of the human resources department and has become a true strategic opportunity for companies:

 

1.    Artificial Intelligence is making recruiting smarter

Recruiting new employees was once a slow and expensive process, but thanks to automation and artificial intelligence, it is becoming easier to find skilled people who are perfectly suited to the needs of your company.

From automated resume testers to interviewing robots, a wave of these recruiting tech solutions has hit the market to improve the way new hires are recruited, hired and approached.

With these solutions, recruiters can now focus on conducting soft skills and cultural fit assessments in a more structured and proactive way.

2.    Compliance is more efficient and sophisticated

Compliance with obligations is certainly a great challenge for human resources departments, laws and regulations are constantly changing and often require large amounts of paperwork and information.

Human resources solutions or software in the cloud have made compliance now more efficient and sophisticated thanks to the simplification and automation of all processes.

These types of systems are now loaded with functionalities that help talent professionals to fulfill paperwork on time and effectively handle changing rules regarding hours, salaries, benefits, etc.

3.    Analytics drives better performance management

Performance supervision has long been an important HR purpose. HR professionals have driven the procedure, monitoring performance, collecting supervisory opinion, and facilitating standard employee reviews.

HRMS Software has simplified the process and eliminated many unnecessary steps, but the next phase of data-driven performance management has been led by new technologies.

Big Data has helped managers and executives make decisions about their personnel. The raw data gleaned from analytics can now be used to create actionable insights and ultimately support data-driven decisions about promotions or reimbursement, growth and planning for victory, etc.

Technologies are a strategic opportunity for human resources teams because it helps to analyze data and improve in all aspects such as: identifying talent needs, detecting training failures or opportunities for improvement, comparing performance, etc.

4.    The HR department can now play a much more strategic role 

Previously, the human resources area was seen as that office that recruited and prepared payroll at the end of the month. But now, thanks to technologies and tools that reduce the time HR professionals have to spend on administrative tasks , this department has begun to take center stage allowing them to focus on issues that require more practical attention.

Technologies are a strategic opportunity for talent management because it puts aside paperwork and the constant struggle to keep up with compliance, hiring, and endless piles of employee information. By simplifying tasks like recruiting, documentation keeping, and payroll, technology like HRMS, HRIS, etc has significantly improved effectiveness, accurateness, and even employee self-esteem.

 

Software for Document Management or HRMS

 

Software for Document Management or HRMS?

One of the most important tasks of the Human Resources department of any company is to take charge of document management and all the necessary information so that each worker can carry out their function in the company. This, despite being crucial, is not the only thing that this department has to take care of, but it takes part of the hours that the Human Resources manager dedicates to your company. We are talking about the so-called (and dreaded) paperwork, whose management is mandatory, and many times it means that there is no time to dedicate properly to what makes a difference; Workers. How can you solve this problem that your Human Resources department also suffers? With a software for the management of Human Resources or HRMS.

 

Thanks to new technologies, this is changing and companies can automate some processes that previously took hours. Do you want to know how to get rid of the most cumbersome tasks and digitize them to save time and avoid human error? Keep reading.

 

HRMS refers to 'Human Resources Information System', or what is the same, a system or software to manage all the information related to Human Resources. Does your company already have a similar program? If the answer is negative, what do you need to know to choose the most convenient one?

What is document management in companies?

The amount of information that a company accumulates over the months and years is extremely extensive. Contracts, payroll, reports, cancellations, registrations, records to comply with labor law. Document management aims to give order and organization to all these documents to keep them safe, accessible and updated.

Regardless of the size of the company, document management tools become a necessity sooner rather than later. In addition, trends in Human Resources also seem to go in that direction. The automation of processes to make them more efficient has already been implemented in many companies, and some of them even use AI (Artificial Intelligence) to collect data and VR (Virtual Reality) to, for example, end sexual harassment or conduct interviews in which the employer can get a better idea of ​​the candidate's skills. Another trend that has been going strong is the analysis of Human Resources or HR Analytics, with which it is necessary to carry out a follow-up of statistics to be collected. That is, more information for the Human Resources department.

 

What is a software for document management or HRMS?

Before the digital transformation, HRMS was known as a system to manage Human Resources. Today, HRMS are software that serves to connect the administration of people in the company with tools to manage information and communication between them: they store, process and control all kinds of employee data. Thus, all activities and processes related to Human Resources can be brought up to date digitally and electronically. By centralizing all information about employees in a single repository, it is easier to manage the processes related to this department. They are like intelligent databases with people's information, which improve the interaction with that information, the treatment and the visualization: they make it something valuable, accessible and easier to use in decision-making, in trend analysis. , and, ultimately, on a day-to-day basis 

Another way to define it is to understand an HRMS as the platform that allows a company to plan Human Resources costs in a more effective way and improve the quality and productivity of all members of the organization. How? A Human Resource management program allows you to control activities such as accounting, personnel management, hiring, and payroll, and use fewer staff for administrative tasks. 

In addition, a software for document management also provides something that a Human Resources department, without it, would not have; transparency. If the program stores the information in the cloud (the software that allow it are usually the most efficient), it can be consulted and even managed by all the workers (or, if it has a permit system, by those you want).

Benefits of using a software for document management or HRMS

Why would you have to have an HRMS in your company? In short, a document management software will have all these benefits:

 

• Improve the organization of the company     
• Helps you stay up-to-date on rules and regulations
• Save time
• Allows you to focus on the Human Resources strategy (which has to do with dealing directly with workers)
• Improve the employee experience
• It is an easy and practical tool, as well as intuitive for both you and your employees
• Provides transparency to the treatment of information 

Whether you have a small or medium-sized company, and regardless of the sector or type of activity, Human Resources management software will simplify your day-to-day life.

The document management on paper (i.e. paper), becomes obsolete within a few months of life of a company, or when it has more than two workers (i.e., prontísimo). Paper documents always run the risk of being damaged, misplaced, and also it takes a long time to find a specific document if it is archived with many others! When document management is digitized, this only takes a few clicks. Accumulating papers only leads to chaos and a poorly optimized use of office space, with software all information would be centralized and, in addition, it would not occupy physical space.

A software for document management would also save you the privacy problems that paper documents have; everyone can access them more easily, even people who shouldn't. Allowing access to certain data only to certain workers will improve the reliability in the handling of the information, and the security and protection of this. This is especially important for these times, as there have never been so many data protection regulations .

And the thing does not end here; An HRMS Software also helps efficiency, since it will earn the Human Resources department hours that it can invest in other functions and strategic projects, beyond the administrative side of personnel management. In the same way, employees will be able to more easily access their own information, managing it more actively and being able to update it. Many times from the comfort of their mobile phones.

Ultimately, a specialized program will simplify repetitive tasks and make the overall job more efficient. For example, when an employee has to request the payment of mileage expenses, with a comprehensive Human Resources management program, they can do so without the need for another person to intervene and supervise them. By creating standard procedures, it is much easier for the entire organization to learn how these tasks work and reduce paperwork errors.

How to choose a good software for document management?

Most professional HRMS Software offer flexible designs that allow you to work with databases and gradually integrate different functionalities, such as the creation of reports and the analysis of information accurately and quickly. But it's not just about that. 

If your company wants to invest in an HRMS, there are two key aspects that you have to look at: on the one hand, if it truly simplifies the administration of documents and, on the other, if it streamlines the management of human resources. It seems obvious right? Don't let other extra features blind you: what your company really needs is a document management and HR program that has tools to improve productivity, such as:

 

•      Personnel and application management
•      Report of absences and medical leave
•      Receive alerts by e-mail
•      Self-management by employees
•      Organization charts
•      Fixed and variable remuneration administration
•      Career planning
•      Quick report creation
•      Monitoring of employee performance. 

However, if you want to take a closer look and choose a document management software that becomes the key tool for your company's Human Resources department, you have to make sure that it meets the following requirements:

• It must allow synchronization with your absence software, if you have it, to be able to manage sick leave, permits and any information related to this area. In the same way, it has to be integrated with whatever tool you are using in your Human Resources department (and want to continue using it in the future).

 

• You must make the payroll and any type of information about the worker visible to him.

 

• It must have a permit system that allows privacy for workers. That is to say, an area only for each employee, in which they have all their documents stored.

 

• It must be available on any device (that is, you need to have a mobile application), online and without the need to install or download anything.

 

• It must be compatible with any type of file, so that the information can always be uploaded to your database.

 

• It must enable internal communication with the entire company and the exchange of documents.

 

• It must comply with the security regulations and the LOPD.

 

What do we offer at Factorial HR?

At Factorial we have focused the development of our online solutions on two essential modules, which bring together all the aforementioned tools with the aim of improving and optimizing Human Resources management in general, and document management specifically:

 

1.  Factorial HR: It is a HRMS software designed to manage vacations, absences, sick leave, advanced reports on absenteeism, salary, staff turnover, management of compensation plans, and much more. And we do not forget the employee portal so that they can manage and consult all the information!

 

2.  Factorial Payroll: This is a program for automated and online payroll management (hiring, payments, accounting, remuneration, etc.) and administration of taxes and Social Security.

If your company makes the effort to choose the correct HRMS, the one that fits with its objectives, mission and values, it will undoubtedly be investing in its future and in its success

 

Safety Tips for Human Resources Area

 

Safety Tips for Human Resources Area

Parallel to the development of new HRMS Software available to companies, new risks arise daily. Attacks, stealth information leaks and instability make it necessary to study what we can do to guarantee the security of systems, information and processes.

Defining rigid standards by IT departments is certainly an important step, although in isolation it does not solve day-to-day problems. The digital transformation must also be incorporated by the Human Resources department. Getting your professionals to adopt the practices endorsed by company management systems is extremely important when it comes to seeking security. For all these reasons, Marcos Nehme, director of the Latam Technical Division of RSA Security, a firm that supports companies in their security strategies, lists here ten important tips to guarantee safety at work.

1)     Secure data storage and exchange is essential

Like other industries, the HR department needs to invest in forms of control. Organizations should develop and enforce policies regarding the use of their document exchange services and alert their employees to the dangers of using such services.

2)     A prepared team is less susceptible to risks

Cybersecurity is one of the most important aspects of modern business management, with duties and responsibilities that extend to all levels. The "central nervous system" of any organization depends not only on safe technology, but also on the qualities and skills of the people in charge of managing and operating it. These challenges cannot be ignored by HR professionals, as they play a critical role in ensuring that the company is prepared to manage the operational and financial risks associated with cyber attacks.

3)     HR also enforces security standards

HR professionals have a responsibility to ensure that employees adhere to security policies. In addition to raising employee awareness of internal procedures, HR representatives must work with managers to quickly detect and resolve any violation of the rules.

4)      Adoption of codes of conduct

Your company can lose money if your employees, even inadvertently, disclose company-owned information to your competition. In addition, you may face legal action if they fail to protect, for example, the financial documents of third parties, including those of your clients. To avoid such problems, a code of conduct must be implemented. Said document must be disclosed and include clear instructions to protect sensitive information. It is advisable to provide each worker with a copy of these policies and require that each new hire sign the agreement committing to respect them.

5)      Strengthening security helps to manage the use of devices

When providing mobility services to employees through corporate cell phones and tablets, for example, some factors must be taken into account: their security must be robust, providing strong authentication and having mechanisms access control and synchronization with the organization's user directories, as well as including cryptography for all data in transit stored in its memory.

6)         Information security must be aligned with company and HR strategy

The digital revolution is mainly marked by the resources available in mobile businesses, interconnectivity and remote workforce. The word "security" should be the starting point for any digital mindset shift that companies adopt, especially when proprietary business data starts to get mixed up. We are not just talking about malicious hackers or ransomware attacks. Employees of a company are prone to making mistakes. In addition, with the incorporation of BYOD policies ("bring your own device", or "bring your own device"), the chances of failure increase.

7) User experience is a determining factor for the adoption of digital channels and for seeking greater security in HR processes

The approach of technology and HR is a movement that tends to consolidate, bringing new challenges with each launch. Digital, voice and eye impressions, combined with risk-based transaction tracking, will be the predominant identity confirmation methods for fraud management and authentication. For the introduction of these novelties in companies, the user experience is essential, since it allows users to win and promote their adherence.

8) HR and IT must be allies

Most companies rely on different types of remote communication devices and software. HR professionals must work closely with the information technology team to ensure that all files in HRMS Software are encrypted and that appropriate security mechanisms are in place.
 
9) Enforcement of security measures is also the responsibility of HR

Even with codes of conduct and cryptography devices, it is possible to find ways to bypass systems and violate company rules. If this situation arises, investigate all security breaches and take appropriate disciplinary action. If violations were ignored, other employees could also start to disregard the rules. Also, if you fail to apply your policies consistently, you make the company vulnerable to discrimination.

10) Be a smart IT user

You don't need to know everything about cybersecurity, but it is important that you be a smart IT user. This means doing your part to protect data and systems.

Security errors affect companies of all sectors, industries and sizes, for this reason taking proactive attitudes that give business compliance is essential. As a consequence, if HR is aware of this importance, they end up becoming a very strong link in this chain, helping the entire ecosystem to function in an armored and efficient manner.

 

How to keep HRMS Data Safe?

 How to keep HRMS Data Safe?

 

From the incorporation to the absences, going through the registration of the working day or any other of the multiple tasks that make up the human resources management processes, any professional operating in this environment knows the importance of protecting data with that works. Personal and professional data, many of them highly sensitive and that must be kept safe.

In all likelihood, you have already organized the internal processes to ensure that all data is managed correctly, even at this critical time when they work remotely. But have you thought about what the suppliers are doing? Do you know what measures they have taken to protect the data and that of the team and keep it safe?

According to GDPR, responsibility for security rests with the organization that owns the data ("controller"). Therefore, it is up to you to ensure that the suppliers also comply with the cybersecurity procedures and standards required so that the employees' data is safe.

At this time for any HRMS Software, it is very important to reassure the security of the information they manage for them and to offer readers some insights into what to expect from all of their suppliers. Security is an integral part of the culture and the ways developers grow their software.

Let's see some aspects.

ISO 27001: more than a certification

ISO 27001 certification is an international standard intended to define the necessary requirements to establish and administer an information security management system, and includes aspects related to logical, physical and organizational security.

HRMS Software is ISO 27001 certified. This doesn't just mean having an accreditation out of the box, it shows how secure the processes and software are. Furthermore, as a developers, they they are all responsible for data security and recognize its importance, so they also pay special attention to its daily management.

How safety is part of DNA

·      Formal onboarding: Each new employee who joins the organization dedicates a training session on data security management during their first days with the company.

 

·    Clear Documentation - Each employee should confirm that they have read thesecurity policies and know where to find them if they need to refer to them in the future.

 

·       Continuous training: compulsory training sessions are scheduled throughout the year

 

·      Appropriate processes and tools: Each employee is provided with all the tools necessary to work safely, such as encrypted computers and secure data exchange systems.

 

·    Controlled access: access to the HRMS software in use is managed to reflect the roles and responsibilities of each; for example, only the IT team is authorized to install software on company computers.

 

Technological aspects of security:

The HRMS software in the cloud is developed so that the clients never have to doubt the security of the data they manage for them. How do they do it?

1.      Safe from scratch

The HRMS is built from the ground up to be a secure cloud system. They have not taken an old code to re-adapt it to the web, but they have invested in the development of a complete and international human resources software, specifically designed to be accessible online, with a  robust security system at all levels . The system is constantly monitored to track security threats and is subject to periodic penetration testing so that security is validated by independent entities.

2.     Regular updates

With the advancement of technology, cybercriminals are getting more creative in attacking businesses; this means that to stay safe, the software must be regularly reviewed, tested, and updated.

Human resource systems developed to be on site and then migrated to the cloud are expensive and difficult to keep up to date. The benefits of an HR Cloud system like Cezanne HR are that updates are faster and available to all customers at the same time, with no service interruptions or additional costs.

3.     Certified accommodation

The Cezanne HR platform is hosted on the servers of Amazon web Service, the world's leading provider of cloud infrastructure. In compliance with the regulations on personal data protection, the clients' data is stored exclusively on internal servers in the European Union.

4.     Security roles

Thanks to configurable security roles, the HRMS system allows you a very high level of transparency for all team members, while you can control who has access to the information. You can authorize which users see or edit certain data based on their assigned role (Human Resources Administrator, Limited Human Resources, Line Manager, Self-Service Clerk), each of which can be modified to reflect additional differences between different groups of users.

5.     Data encryption

They use a secure encryption system to protect employee data (stored within an encrypted file system) and its transmission, including the use of SSL certificates, the standard technology for creating encrypted links between a web server and a browser.

6.     Password security

Cezanne HR never stores complete passwords, but only a hash of them, protecting them using sophisticated hashing and salting techniques. Customers themselves can set internal system rules to force users to use strong passwords. You can also use secure single sign-on systems or two-factor authentication (2FA).